Manager of Executive Operations

Job title:

Manager of Executive Operations

Company

Pacifica Housing

Job description

Position: Manager of Executive OperationsPosting Number: #24-69Reports to: Chief Executive OfficerCompensation: $75,000 – $85,000 (Commensurate with Experience)Schedule: 8:30am-4:30pm, Monday-Friday (75 hours bi-weekly)Posting Closing Date: August 19, 2024 at 4pmOrganizational Focus:Pacifica Housing has been providing safe and affordable homes for almost 35 years. We are a rapidly growing organization dedicated to meeting the housing and support needs of our community. As such, we are committed to building our fast-growing team with a culture that supports our people and reinforces our core values of authenticity, leadership, respect, and social justice.Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.Position’s Primary Objectives:The Manager, Executive Operations is accountable for providing efficient confidential support to the Chief Executive Officer (CEO) and actively supporting the broader objectives of the Executive Suite. The position is responsible for a variety of executive administrative support services to the CEO, and their respective department leadership team’s, including the timely and efficient flow of information between departments and Chief Executive Officer’s (CEO) Office while maintaining effective working relationships across the organization. The Manager, Executive Operations applies a high level of professional maturity and judgment to coordinate executive support, ensuring the delivery of efficient and effective confidential service to support the realization of the vision, mission, values and goals of Pacifica Housing Advisory Association.Key Responsibilities:Executive Support

• Professionally represent the CEO at assigned meetings, representing where required and reporting back.
• Manage the coordination of organizational events requiring multi department collaboration.
• Provide support in industry and sector meetings with a knowledge of PHA Association history and current work.
• Review CEO email communications and assists in providing timely responses.
• Prepare materials for meetings, such as agendas, PowerPoint presentations, briefing the CEO on meeting topics, issues, context and background.
• Make travel arrangements and complete all related travel authorizations and expense reimbursements on behalf of the CEO, Executive team and others when required.
• Support the CEO in dealing with confidential, sensitive personnel, or other organizational matters.
• Identify emerging issues, determining their urgency/priority, gather and compile background information, to brief the CEO for timely and appropriate decisions and/or action.
• Provide support on other administrative duties for the CEO and Executive Suite as required.
• Participate in committees and project teams as required.
• Manage the CEO calendar, determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required.

General Administration

• Administrative oversite including; taking, finalizing and filing of meeting minutes, minutes.
• Review, prioritize, monitor, document and file organizational policies.
• Arrange meetings and events with a variety of participants, coordinating the logistics, including, travel arrangements, accommodation, facilities and catering.
• Develop, implement, and maintain administrative systems, procedures, and standards, including executive correspondence, templates, records management, and mail processing.
• Provide accurate document management support by composing and/or editing a variety of documents; including many highly confidential correspondences, memoranda, contracts and proposals.
• Develop and maintains a tracking system to ensure correspondence, reports, etc., are completed within critical timelines.

Internal Communications and Staff Events

• Creates internal communications to fuel employee engagement, influence connectivity and culture, positively impacting all offices/sites.
• Develop communication materials to articulate key internal messages.
• Ensure communication messaging and materials are high quality, accurate, appropriate and integrated with PHA priorities and themes.
• Assists in the planning, coordination and execution of internal employee events as needed and appropriate.
• Implements metrics reports to measure effectiveness of internal communication channels and measures internal communications with the goal of continuously improving internal communications strategy to reach and engage employees.

Board Activity

• Support to the PHA Board; actively making suggestions and corrections to policies and other documentation as requested.
• Coordinate Board and Board Committee meetings including but not limited to set-up and wrap-up of meetings.
• Active participation in the Governance Committee meetings, managing the the ongoing governance review by keeping it moving forward, bringing forward suggestions and corrections to policies and other documentation as requested.
• Oversee Board member recruitment
• Ensure annual filings and reporting takes place
• Support board member events and gatherings as well as other support requested from time to time.

RequirementsQualifications: (minimum Education and Experience requirements):Note: An equivalent combination of education and experience will be considered.Education

• Bachelor’s degree required or equivalent Post Graduate certificate.

Experience

• At least seven (7) years progressive administrative responsibilities

• at least two (2) years experience with executive assistance and/or board support required.

Knowledge, Skills, and Abilities

• Must be friendly, personable, and able to build harmonious working relationships with senior leadership, co-workers, vendors, our board and the public.
• Able to exercise diplomacy, tact, and good judgment in recognizing scope of authority and in protecting confidential information.
• Has successfully demonstrated ability to effectively communicate both verbally and in writing.
• Able to perform secretarial and administrative duties with deliberate speed and accuracy and without immediate and constant supervision.
• Strong verbal and written communication skills; ability to effectively present and execute on innovative ideas.
• Ability to write reports and business correspondence. Outstanding grammar and proofreading skills.
• Strong sense of accountability, integrity, and ability to be sensitive to and understand vulnerable populations.
• Ability to take initiative, act independently and direct one’s own work.
• Must be very organized and able to prioritize tasks.
• Practical experience and strong facility with Office 365 applications required; experience with design/presentation and/or database applications desired.
• Strong problem-solving skills.
• Knowledge and/or awareness of housing issues and priorities.
• Knowledge and/or awareness of PHA priorities and position on industry matters.

Additional Requirements

• Must have valid driver’s licence and access to a reliable vehicle with a minimum of $2 million liability ‘business class’ insurance.

As Pacifica Housing works with vulnerable populations, We require all staff to successfully clear a Vulnerable Sectors Criminal Record Check run by the Ministry of Justice and to be double vaccinated for COVID 19. Any offer of employment is contingent on the applicant providing proof of criminal record check and vaccination status prior to commencing employment.Benefits

• A mission driven and meaningful working environment.
• Competitive salary from a Certified Living Wage Employer.
• Minimum six (6) percent vacation accrual rate for all regular employees
• Excellent benefits package for regular employees (includes extended health and dental, life insurance, and more).
• Competitive RRSP.
• Employee assistance program.
• Wellness time.
• Career development and internal advancement opportunities.
• Organization and individual training opportunities.
• Robust team building and staff social events.
• Dog friendly offices.

Pacifica Housing advises all employees, contractors and volunteers of the risk of violence, injury and harm that is present in the execution of their duties. Pacifica Housing is committed to providing a safe and risk-free work place, however, we acknowledge the inherent risk in social housing and direct support work while in homes and in other support relationships.Pacifica celebrates diversity and what makes you uniquely you. We welcome the unique contributions that you can bring in terms of your culture, ethnicity, race, sexual orientation, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, and diversability.

Expected salary

$75000 – 85000 per year

Location

Victoria, BC

Job date

Sun, 04 Aug 2024 22:59:19 GMT

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